External examiner policy and procedures

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3AS09 Page 1 of 5 8 April 2013

External examiner policy and procedures

3AS09

File Location: Current Revision: 04 Approved by:

Academic Council 19 April 2013 Document Owner: Registrar

3AS09.04 Document Level: 3

External examiner policy and procedures

Revision history

Revision Date Revision description DCRT# Originator

01 01 September 03 Conversion of OP162 and updating of fees for 2003-2004

Registrar

02 15 March 2005 Update for 2004-2005 Registrar

03 25 May 2006 Reference to 3AS15 and general update Registrar

04 19 April 2013 Update to reflect QQI (formerly HETAC) guidelines on external examiners

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Purpose

The purpose of this document is to record Institute policy and procedures with regard to the nomination, appointment, duties and responsibilities of external examiners.

Scope

This document is relevant to all academic staff, students, school administrators and external examiners appointed to the Institute.

Appendices

Appendix A 4FAS09 External examiner nomination form

Appendix B 4FAS17 External examiner acceptance form

Appendix C 4FAS08 External examiner report template

Appendix D Induction and training resources for extern examiners

Reference

3AS02 Examination paper authoring 3AS03 Continuous assessment policy 3AS04 Examinations student information

3AS05 Examination regulations

3AS06 Academic programme assessment policy and procedure 3AS15 Operating procedures for examination boards

4FAS07 Internal or external examiners report on thesis for degree of Masters or Doctor of Philosophy by research

HETAC (now QQI) Effective Practice Guidelines for External Examining. March 2010 HETAC (now QQI) Assessment and Standards. December 2009

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External examiner

An external examiner is an independent expert who is a member of the broader community of practice within the programme’s field of learning and whose accomplishments attest to his/her likelihood of having the authority necessary to fulfil the responsibilities of the role.1_{External examining is a specific learner}

assessment quality assurance mechanism employed by the Institute to support public confidence. The external examiners’ function may be carried out by an individual or a team of examiners where it is deemed appropriate given the needs of the programme(s).

Qualities and competencies

It is expected that external examiners shall be:

 Independent experts with academic and/or professional experience and authority necessary to objectively judge the appropriateness and compliance of programme standards with the National Framework of Qualifications (NFQ), National standards, and International standards.

 Drawn from the higher education community or communities of practice from business, industry and the professional environment.

 Suitably qualified in the appropriate discipline with a minimum qualification of an award at or above the level being examined. For all undergraduate programmes, that would generally be an honours degree or equivalent having both current and relevant experience in the areas of industry, education or research. For postgraduate degrees, that would be a level 9 or 10 award, as appropriate for the examination.

 Where the needs of the programme require specialised skills a person or persons possessing a range of appropriate skills may be appointed.

Duties and responsibilities

The principal duty of external examiners is to ensure that the Institute is compliant with National and International standards and the NFQ in its assessment of learners, thus ensuring public confidence in the academic qualifications of the Institute.

The main duties and responsibilities of the external examiner(s) are:

 Reviewing the appropriateness of the minimum intended programme learning outcomes and other programme objectives (see http://courses.itb.ie/ ).

 Reviewing the appropriateness of the programme and module assessment strategies and assessment procedures.

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 Compare and contrast both the minimum intended programme learning outcomes and the actual attainment of learners with the relevant awards standards, with the National Framework of Qualifications, and with corresponding data from other programmes in the same discipline in other higher education institutions in Ireland and abroad.

 Examine the actual attainment of learners (actual programme learning outcomes).

 Upholding appropriate standards with regard to pass, merit and distinction/honours grading.

 Reviewing a representative sample of assessment tasks and other material presented for assessment including examination scripts, projects, and other key assessment tasks.

o Samples should include sufficient material to enable the external examiner to form a judgement of the appropriateness of the marking at all levels of classification.

 Reviewing drafts of all examination papers after the internal review process is completed, having the right to make suggestions as to deletions, additions or amendments as appropriate. The Head of School/Department shall ensure that such material is provided to the external examiner in good time. o It is the primary responsibility of internal examiners to identify typographical, grammar and

other procedural issues in examination papers.

 Visiting the Institute at least once in each academic year normally at the time of determination of final results in Summer. During a visit the external examiner’s duties include:

o Reviewing borderline cases, prior to and during examination board meetings.

o Attending appropriate examination board meeting(s). For operating procedures at examination board meetings see the Institute policy document 3AS15.

o Participating in the determination of final marks and results of each candidate at the examination board meeting.

o Determining whether or not the applied procedures for assessment are valid, reliable, fair and consistent.

o Signing the relevant broadsheet of results confirming their participation as a member of the examination board.

 Report findings and recommendations by means of a written report, see Appendix C (4FAS08), for each examination for which they are involved returning same to the Registrar by the following October 15th for each academic year.

 Acknowledging receipt of examination material received from the Institute and ensuring that the integrity of the examinations process is maintained

 Reviewing annually, the examination marks and standards document, see Institute policy document 3AS06, which sets out the guidelines for the assessment of learners.

In addition to submitting yearly reports on the examinations process the external examiner may, on completion of his/her term of office, submit a general report to the Registrar or nominee on his/her opinion of the standards of the programme/subject area and student performance.

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Suggestions of extern examiners should be communicated using the nomination form, see Appendix A (4FAS09). This is to be completed by the relevant Head of School/Department and forwarded to the Registrar before September 25th of the academic year of initial appointment. Due cognisance of the desirability of gender balance and complementary skills to other current and previous examiners, should be taken when nominating external examiners.

Appointment

External examiners are appointed by the Registrar and should not normally exceed more than one appointment period (3 years) and never more than two consecutive appointment periods. External examiners who have served for two appointment periods or more should not be considered for re-nomination until a minimum of three years has elapsed. An acceptance form, must be completed by the external examiner and returned with a detailed curriculum vitae to the Registrar (see Appendix B; 4FAS17). Appropriate induction and training resources for extern examiners are listed in Appendix D.

External examiners for postgraduate students

Procedures for appointment and engagement of extern examiners for individual postgraduate programmes by research are covered in institute policy Operational details for registered postgraduate students (Postgraduate student handbook) (3CD07).

Reporting arrangements

In the case of external examiner reports for postgraduate theses, these reports are unique to that programme and are used as part of the degree awarding process. They are not circulated further.

In the case of extern examiner reports for undergraduate programmes, the following applies:

 The Registrar shall provide a copy of the external examiners report to the relevant Head of School.  The Head of School should ensure that the reports are distributed to each Head of Department and

each of the relevant course board co-ordinators.

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Appendix A

External examiner nomination form (4FAS09)

Institute of Technology Blanchardstown

The purpose of this form is to suggest nominations of new external examiners for the present (and subsequent) academic years. Completed forms are to be forwarded by the Head of School to the Registrar.

Name of nominee

Academic/professional qualifications

Areas of specialisation :

Programmes / subject area :

Current post description:

Contact address:

Contact phone number:

E-mail address:

Summary of relevant experience

Nominated by: Date of nomination:

Nomination supported: Yes / No

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Appendix B

External examiner acceptance form (4FAS17)

Institute of Technology Blanchardstown Salutation Name Academic/professional qualification(s) Job title Work address Home address Phone Fax E-mail Mobile number

Please indicate which address should be used for correspondence

Work  Home 

I agree to accept the appointment of external examiner at the Institute of Technology Blanchardstown in accordance with the procedures duties and responsibilities laid down in this document.

I understand that the duration of appointment will be from October to September I note that this period may be extended by one term (3 years) by mutual consent.

An honorarium is paid annually to external examiners as a gesture to acknowledge the importance and effort involved in acting as an external examiner. Payments are based on an annual appointment fee and a programme fee per year of course examined or if subject specific the number of subjects examined. Travel and subsistence costs incurred by external examiners will be reimbursed at local government rates on receipt of vouched claims.

Signature ………. Date: ………..

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Extern Examiners and reporting arrangements

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Appendix C

External examiner report (4FAS08)

Institute of Technology Blanchardstown

This form is to be completed by appointed external examiners of the Institute. It is part of the quality assurance procedures of the Institute and is required as part of approved Academic Council procedures. The form should be returned to the Registrar, Institute of Technology Blanchardstown, before 15th_{October of the following academic year which the examination}

being reported on took place. Thank you.

Name of external examiner Academic year

Programmes examined

Programme code / title NFQ level

Modules examined (Subject specific examiners)

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Examinations considered as part of this report

Semester 1 Semester 2 Autumn repeats

Evidence considered

Were you provided with adequate information with regard to Institute regulations, the programme, methods of assessment and duties and responsibilities of external examiners?

Yes No N/A

If no please comment:

Please indicate any visits, meetings including exam boards and interviews with learners and academic staff.

Did you receive the examination papers, marking schemes and worked solutions in reasonable time?

Yes No N/A

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Learning outcomes

Please consider and comment as appropriate on the educational objectives including their explicitness, appropriateness and consistency standards with the relevant awards standards and the National Framework of Qualifications.

Attainment of learners

Please consider and comment as appropriate on your perception of the actual attainment of learners (knowledge, skill and competence) taking the following into consideration:

 The Institute’s assessment tasks (e.g. assessment strategies, examination papers, marking schemes etc.)

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Assessment procedures

Please consider and comment as appropriate on your perception of the following:

Examination paper structure Is the structure, organisation and marking of the examination,

including level and range of questions set appropriate?

Range of assessment What extent did the examination and other assessments cover the course material and module stated aims and objectives?

Examination process Are the assessment processes rigorous? Do they ensure equity of treatment for students?

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Learner performance Are the standards of student performance appropriate?

Comparability of standards Are the standards and learner achievement comparable with peers in other Higher Education Institutes, nationally and internationally?

Examination board meeting Please indicate date and time of examination board(s) attended. Please indicate “did not attend” if appropriate.

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Aspects of the programme

Please consider and comment as appropriate on your perception of any aspect(s) of the programme to be commended.

Please consider and comment as appropriate on your perception of any aspect(s) of the programme that require attention.

Progress on previous reports Evidence of response to feedback provided?

Conclusions and recommendations

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Checklist to be considered by external examiners when completing 4FAS08

Resources and support

 The quality of the briefing provided by the Institute

 The arrangements for your involvement in the assessment process  The adequacy of assistance provided to enable you to fulfil your role

Extern examining arrangements

 The adequacy of the physical arrangements for performance of duties  The fairness of the examination process

 The effectiveness of the assessment strategy in the modules you have examined (balance between coursework and examinations and the student workload)

 The coverage of the syllabus and achievement of learning outcomes across programmes examined

 In project based modules the appropriateness of the topics and the standard and consistency of marking across projects

 The quality of examination papers

Academic standard

 The standard attained by students in relation to comparable courses elsewhere  The standard attained by students compared with that of previous years  The standard of students project work

Overall comments on the course

 The curriculum design and structure

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Appendix D:

Induction and training resources for extern examiners.

3AS02 Examination paper authoring 3AS03 Continuous assessment policy 3AS04 Examinations student information 3AS05 Examination regulations

3AS06 Academic programme assessment policy and procedure 3AS15 Operating procedures for examination boards

4FAS07 Internal or external examiners report on thesis for degree of Masters or Doctor of Philosophy by research

HETAC (now QQI)

Effective Practice Guidelines for External Examining. March 2010

http://www.hetac.ie/docs/External%20Examing%20New.pdf

HETAC (now QQI)

Assessment and Standards. December 2009

http://www.hetac.ie/docs/Fina%20English%20Assessment%20and%20Standards%202009.pdf

3CD07 Operational details for registered postgraduate students (Postgraduate student handbook) HETAC

(now QQI)

http://www.reviewertraining.ie/